Computing Policy

Computing Service

1. For any website maintenance that may affect availability of the website, the member responsible for the work must ensure that the website retains at minimum the same degree of functionality after maintenance as prior to maintenance, otherwise rollback the change or contact the Computing Team.
2. Any Computing Service that is not public-facing should be secured by an authentication mechanism.
3. Anything that is exposed on the public internet should be secured by HTTPS.

Team

1. Any member can request to join the computing team. Can join with director or deputy computing director.
2. Computing Team members will have administrator privileges and dedicated accounts to the Computing Services where possible.
3. The Computing Director and Deputy will have the responsibility of keeping an up-to-date list of members of the Computing Team. This will be accessible to any member of the society.

Roles

1. The following roles are available within the computing team, separate from the committee position of Computing Director and non-committee, officer position of Deputy Computing Director. These roles are not part of YSTV’s committee or officers, but assist the Computing Director and Deputy Computing Director.
   1. Development Coordinator
      1. Attend Computing Meetings
      2. Provide apologies/notice to the Computing Director or Deputy Computing Director if they are unable to attend.
      3. Coordinate YSTV’s development work and projects, including website and software development.
      4. Work with the Systems Coordinator to coordinate our development operations, including build pipelines.
      5. Work with the Computing Director/Deputy on providing training and coordinate the use of our version control/git.
   2. Systems Coordinator
      1. Attend Computing Meetings.
      2. Provide apologies/notice to the Computing Director or Deputy Computing Director if they are unable to attend.
      3. Coordinate the maintenance of YSTV’s devices and network and any upgrades, as necessary.
      4. Coordinate the documentation of YSTV’s infrastructure and setup.
      5. Work with the Development Coordinator to coordinate our development operations, including build pipelines.
      6. Work with the Computing Director on the safety and security of our computer systems/networks.
   3. Website Coordinator
      1. Attend Computing Meetings.
      2. Provide apologies/notice to the Computing Director or Deputy Computing Director if they are unable to attend.
      3. Coordinate the running of YSTV’s web properties, ensuring they are up to date and providing assistance to other society members who need to access/edit them.
      4. Work with the Computing Director/Deputy on providing training and coordinate the use of our website upload system, and liaising with YSTV’s Head of Presentation.
   4. Production Coordinator
      1. Attend Computing Meetings.
      2. Provide apologies/notice to the Computing Director or Deputy Computing Director if they are unable to attend.
      3. Attend Production Meetings.
      4. Provide apologies/notice to the Computing Director or Production Director if they are unable to attend.
      5. Liaise with the Production Director and team on upcoming productions and their computing requirements.
      6. Ensure a competent member of the computing team is available for any production that requires it, with the assistance of the Computing Director/Deputy.
      7. Work with the Computing Director/Deputy on training and use of our vision mixing and livestream tech.
2. There is no limit on the number of roles you can fill (at the discretion of the Computing Director).
3. One week of notice will be given for a role being open. During the open week, any member can express their interest in the role to the Computing Director.
4. At the end of this week,one of the following will occur:
   1. If no member has come forward, the Computing Director may appoint someone (with their consent) at the next computing meeting.
   2. If one member has expressed interest, they can be appointed to the role by the Computing Director.
   3. If more than one person has expressed interest, a vote will be held at the next computing meeting with this being announced to the society for anyone who wants to attend.
5. If you wish to step-down, you must give one week of notice to the Computing Director.
6. If you are no longer a student at the University of York, you will automatically be deemed to have stepped-down.
7. All roles open for their week notice in week 5 Autumn term and appointments made in week 6.
8. The Computing Director reserves the right to remove any of the roles or persons holding them.

Meetings

1. Chaired by the Computing Director, if they are unavailable the Deputy Computing Director will chair.
2. Both the computing director and the deputy are required to attend; apologies need to be sent if not attending.
3. A computing meeting should be held at least once a term, ideally per-week if possible.
4. Can be called by anyone on the computing team.
5. Unless in the case of an emergency, advance notice of at least 24 hours must be given for the meeting.
6. The Deputy Computing Director or an appointee of the Computing Director/Deputy Computing Director should minute the meeting.